Tender evaluation procedure

April 10, 2023 NURUL ASRA ABD RAHMAN 1

COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT

TENDER EVALUATION -JKR PROCEDURE


COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT

COURSE OUTCOME

• Enable to understand the tender evaluation process.

• Knowledge on tender evaluation stages and the criteria involved.

• Enable to know all information needed during tender.

• Enable to strategize work during tender stages.


COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT

OBJECTIVES

• To determine and to recommend to the Board of Procurement a tender which offers the most profit to the GOVERNMENT. Only contractor which has the financial and technical capabilities is eligible for Award and Acceptance.


COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT

EVALUATION PROCESS

6.Issuing of

tender Acceptance

letter

5.Determine

budget

4.Treasury

(if applicable)

3.Procurement

board

2.Processing

tender

1. Tender opening

committee

In validity Tender period

Tender evaluation must be done in validity of tender period (minimum 90 days) from tender closing date.


COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT

EVALUATION PROCESSFIRST STAGE

Tender price adjustment

Arrange the tender price (from low to high)

Price reasonableness based on budget or “cut-off”

Determine the number of tenderers to be evaluated

SECOND STAGETender compliance

Tender compliance analysis

Completeness of document analysis

Adequacy of minimum capital analsys

THIRD STAGEExperience and capability

Tenderer experience analysis

Technical personnel analysis

qualify

qualify

Rejected Contractor

Not Fulfill requirement




COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT

CRITERIA

• PWD practice tender evaluation procedure has been divided into 3 categories, namely: i. Large projects (more than RM10.0 million)

ii. Medium projects (RM2.0 million to RM10.0 million)

iii. Small projects (less than RM2.0 million)


COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT

INFORMATION FORMS

a) Borang A – Surat pengakuan kebenaran maklumat dan kesahihan

dokumen yang dikemukakan pentender

a) Borang B – Maklumat am latarbelakang pentender

b) Borang C – Data-data kewanganc) Borang CA – Laporan Bank/Institusi Kewangand) Borang D – Rekod pengalaman kerjae) Borang E – Kakitangan teknikalf) Borang F – Keempunyaan loji dan peralatan

pembinaan asasg) Borang G – Senarai kontrak kerja semasah) Borang GA-1 – Laporan Jurutera Projek (JKR)i) Borang GA-2 – Laporan Jurutera Projek (Swasta)

CRITERIA- INFORMATION REQUIRED


COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT

OTHERS DOCUMENT

i. Audited account copy for last 2 years ii. Account bank statement copy for last 3 months iii. Bank report / financial institution (sealed)iv. Copy of the certificate / confirmation of completion for

each project listed in Form D and G v. EPF statement and a copy of Form A or copy service

agreement for contract staff vi. Copy of the certificate of approval of technical staff vii. Copy of Grant / hire-purchase agreement plant /

equipmentviii. Copies of the final interim payment certificate for the

current project ix. Project report (sealed)

CRITERIA- INFORMATION REQUIRED


COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT

Sample of summary of tender submission


COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT

EVALUATION STAGES- FIRST STAGE

• Preparation need to be done by evaluator before start any tender evaluation process such as:

• Prepare summary of tender in ascending order based on tender table prepared by Tender Opening Committee.

. Prepare tender analysis based on cut-off pricing.

. Select list of tenderers to be evaluated.

. Check and fill up Checklist of Compulsory Documents.

. Prepare analysis of percentage (%) of price distribution and obtain agreement from tenderers.

. Carry out arithmetic checking.


COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT

• Number of tenderer should be assessed is between 15-20 tenderer to produce between 3-5 tenderer who will pass.

• "Range" of tenderer can be selected is between + / - 20% (+ / - 25% for Civil Engineering) from the Mean Price.

• For the tenderers who are below the "cut-off" will be checked the compulsory document first. Select tenderer with special criteria to be evaluated.

• For tenderers who are outside the “cut-off” to be referred to tender committee for consideration.

EVALUATION STAGES- FIRST STAGE


COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT

• A system of evaluation based on predetermined conditions to ascertain whether tenderers are eligible for further evaluation.

• Evaluation Criteria:i. Analysis on Compliance to Tenderii. Analysis on Completeness of tender

documents.iii. Analysis on Adequacy of Capital iv. Analysis on performance of current work.

• Objectives: To ensure tenders under consideration are reasonable, in compliance, complete, have adequate capital and have good current work performance free from sick project,

EVALUATION STAGES- SECOND STAGE


COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT

i. Analysis on Compliance to Tender


• Only Tenderers which comply and free from any imperfection in term of legal and contractual which may jeopardize their qualification based on current practice are to be considered.

– To check if form of tender has been signed by tenderers

– The signing person has been given the power to sign.

– To check if tender price is stated in the form of tender.

– Are PKK/CIDB registration still valid.

– Has tenderer returned all the basic tender documents,

– Check proposed construction period is stated in the form of tender.

– Failure to submit any of the forms of tender may effect the ranking of tenderer,


COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT

Common mistakes during filling of forms of tender


FORM OF TENDERNOT SIGNED

FORM OF TENDER NOT SIGNED


COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT

SIGNED ON WRONG FORM


COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT

Summary of Tender Price

TENDER PRICE


COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT

SIJIL PKK

SIGNING PERSON

GIVEN POWER

VALIDITY PERIOD

AHMAD BIN ABU


COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT

CIDB CERTIFICATE

VALIDITY PERIOD


COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT

TENDER PRICE NOT STATED

CONTRACT PERIOD NOT STATED

FORM OF TENDER


COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT

PRICE IN FIGURES

PRICE IN WORDS

FORM OF TENDER


COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT

ii. Analysis on Completeness of Tender

a) Tender which is complete and comply to the requirement of tender/regulation/Authority.

b) Mandatory Tender Documents includes:i. Forms of Tenderii. List of Quantity/ Summary of Tenderiii. Addendum (if any)iv. Schedule of ratesv. Design proposal, specification, pricing by

contractor etc. (where applicable) as required

to enable design work by tenderer to be evaluated.



COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT


OTHERS - Analysis on Construction Period

• Ensure the construction period offers by tenderers is analysed such as:

a) not exceeding the maximum construction period

stated in the tender document.

b) Construction period if offerred by tenderer is not

too short that it becomes unreasonable


COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT


Analysis on Completeness of Tender


COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT



MANDATORY DOCUMENTS

a) Audited account copy for last 2 years, or

Account bank statement copy for last 3 months, or

Bank report / financial institution (sealed)

b) Project report by project superintendence officer

Without mandatory documents (especially regarding financial)

evaluation of tenders can not be made and therefore tender will be rejected.


COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT

Balance Sheet statement



COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT

Current Bank Statement



COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT


Financial Statement Report


COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT




COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT

EVALUATION STAGES- SECOND STAGEiii. Analysis on Adequacy of Minimum Capital

Method of calculation

i. Rolling capital = asset liability – current liability

ii. Bank account = average of latest 3 months

iii. Make comparison between rolling capital and bank account. Select the higher amount

iv. Include credit facilities report

v. Add (+) iii and iv = total liquidated capital (>3%)


COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT MINIMA CAPITAL


Sample of calculation for minimum capital 3% from value of construction work.

Tender price = RM 1,000,000.00

PC Sum = RM 50,000.00

Provisional Sum = RM 50,000.00

Construction work value = RM 900,000.00

So, 3% = RM 27,000.00


COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT


Forms of Capital

a) Rolling capital

b) Shares, unit trust, fixed deposit, Bond

c) Balance of credit facilities

For joint venture tender submission, minimum capital is analyse based on combined

equity agreed by both parties.


COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT

Adequacy of Minimum Capital



COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT

• Work still on progress during the tendering process (Form D, G and GA)

• No sick project – below 30% of work schedule• No termination record• Checking will carry out through;

i. PKK / CIDB / JKR scale

ii. Superintendence project report

iii. T.K.S. if no project on hand.


iii. Analysis on performance of current work


COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT

Current progress report


COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT



COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT

EVALUATION STAGES- THIRD STAGE

REASONABLE FACTORS

Faktor Civil Building Mechancal /

Enginering work Electrical

----------------------------------------------------------------------------------------------

Financial capability 45% 50% 50%

Technical

Work experience 35% 35% 35%

Technical staffs 15% 10% 15%

Machineries / plant 5% 5% 0%

----------------------------------------------------------------------------------------------

TOTAL 100% 100% 100%

----------------------------------------------------------------------------------------------


COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT


FINANCIAL CAPABILITY (Financial Bid Capacity)

= Working capital

Yearly project value

i. Financial Capability


COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT

• Working experiences• Technical staff• Machineries / plant


ii. Technical

• Working experience

Evaluation criteria

-. Completed total work value past 5 years

- Largest work value done in past 5 years

- Type of work is limited to recognized work

Comparable or similar (follow by head / sub-head)


COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT

• Technical staff

Evaluation criteria

-. Number and working experience of technical staff

compares with Estimate Minimum Requirement


CONSTRUCTION WORK VALUECONSTRUCTION WORK VALUE BUILDINGBUILDING CIVIL ENGINEERINGCIVIL ENGINEERING

CATCAT

AACATCAT

BBCATCAT

CCCATCAT

AACATCAT

BBCATCAT

CC

More than RM5.0 m and not more More than RM5.0 m and not more than RM 8.0 mthan RM 8.0 m


More than RM15.0 m and not more More than RM15.0 m and not more than RM 25.0 jutathan RM 25.0 juta


More than RM50.0 mMore than RM50.0 m

11

22

33

55

88

33

44

77

1111

1818

33

44

77

1111

1818

22

33

55

88

1313

33

44

77

1111

1919

44

55

99

1414

2323


COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT


Staff categories:• Category A (Engineer, architect, quantity surveyor)• Category B (Diploma, Technician / polytechnic)• Category C (assistant technician))

Must be employed by employer during tendering• Certificate and KWSP• For contract staff – Contract agreement

• Technical staff


COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT

• Machineries / plants


Plant and equipment that could be accounted is limited to: • As listed in the Estimated Minimum Requirement. Plants /

machineries can be considered if function equivalently • Owned / hire-purchase before the closing of tender• Useful life not exceeding 150 years• If rent-mortgage, the agreement should cover the contract period.


COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT


Minimum Score

CriteriaCriteria Minimum ScoreMinimum Score

BWBW CECE M&EM&E

1.1. Financial capabilityFinancial capability

2.2. Technical capabilityTechnical capability

3.3. Overall capabilityOverall capability

20.020.0

12.512.5

45.045.0

18.018.0

13.813.8

45.545.5

20.020.0

12.512.5

45.045.0


COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT

SPECIAL CRITERIA

• Tender submission which is below the “cut-off” price and passes Stage 2 Tender Evaluation can be considered if comply to the following criteria:

- Excellent performance for current project

and completed project for the last 5 years.

- Good quality workmanship

- Tender price not less than -20% of the

“cut-off” price

- Tender price is not too unreasonable

(Freak).


COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT

Examples of low tender price can be considered.

- Own factory for main building materials- Currently undertake equivalent

construction work at neighboring site- Own scaffolding / formwork for recently

completed project- For roadwork / earthwork – own plants

and machineries readily available for use- Satisfactorily completed 3 projects of

similar nature consecutively prior to this tender

SPECIAL CRITERIA


COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT

OTHERS ANALYSIS

• Arithmetic checking• Table for price comparison

- comparison of price for every building

category with the estimated priceprepared by consultant by eachtenderer taking into account thearithmetic checking


COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT

OTHERS ANALYSIS


COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT

COMMITTEE ENDORSEMENT FOR EVALUATION REPORT

• Ensure tenderer is not too occupied with on going project.

• If the lowest tender price is too high as compared to estimated mean price, recommendation by committee should be:– Award the tender to the lowest tenderer– Decline all tender offer and re-tender.

• Recommendation should list down at least five (5) tenderers in ascending order who had passed each stage of evaluation.

• Joint signature by qualified three (3) tender committee members

• Prepare Q14A/2005/A form for result of tender together with complete tender evaluation report


COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT

• Step to be undertaken if there is any fake documents are detected.- check all submitted documents, and

verify in compulsory document checklist.- Check with the parties which is

responsible to supply the document. (ifsuspicious arise)

- Verification of fake document should bein writing.

- Ensure the affected tenderer not to berecommended

- Lodge a police report and send the report toCIDB and PKK.

- Evaluation officer to request show cause letterfrom tenderer via CIDB and PKK

TENDER EVALUATION REPORT


COURSE OUTCOME

OBJECTIVES

EVALUATION PROCESS

CRITERIA

EVALUATION STAGES

SPECIAL CRITERIA

OTHERS ANALYSIS

ENDORSEMENT

TENDER REPORT

Thank You

Business

Tender evaluation procedure